Focus Advanced Publishing Software Tutorial

Returns System

The returns module pre-processes returns approvals. It is popular with distributors and publishers who do their in-house invoicing where returns are an issue.

It relies on recorded invoice orders and monitoring the returned quantities on an invoice to create credit notes thereby enabling a 3-step approval system.

  1. Create a Returns Letter
  2. Print / Email the Returns Authorisation Letter
  3. Approve Credit Note
  4. Release Credit Note

Create a Returns Letter

  1. Go to Accounts > Sales Order Processing > Returns System
  2. Select Specify Returns
  3. Find an Invoice Order in the Sales Order Selection Panel using the
    1. customer code
    2. stock code or
    3. invoice number
  4. The list of target transactions will be displayed on the right-hand panel.
  5. Select a transaction line and click the Add Sales Order Selection to List button
  6. Update the following
    1. Returned Quantity
    2. Authorised Quantity
    3. Reason for return
    4. Reference
  7. Untick the Update Stock box if you do not wish to return stock to the warehouse.
  8. Click Save

Print the Returns Authorisation Letter

While creating the Returns Letter, if you wish to print or email the letter to the customer click the After Saving… box.

Approve Credit Note

  1. Go to Accounts > Sales Order Processing > Returns System
  2. Select To Sales Order
  3. Select a Returns Number
  4. Click Create Credit Note Order.
  5. Click OK

Release Credit Note

  1. Go to Accounts > Sales Order Processing > Orders
  2. Select a customer code
  3. In the Order Type box select “Credit Note Orders Only”
  4. In the Status box select “Active Orders”
  5. Click the Refresh button to display active credit notes for the selected customer.
  6. Select a Credit Note
  7. Click the Credit Note button to release selected credit note
  8. Click Release Now.